Job Description
FACILITIES ADMINISTRATOR LONDON £30,000 - £35,000 My client, a leading international law firm based in the City, are seeking a Facilities Administrator to join their team. The Facilities Administrator plays a key role in supporting the daily facilities operations of the office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs. . This is a 5-day office based role. THE ROLE Support and assist the Facilities Manager and the London Facilities Helpdesk Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant teams Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems The main contact for office regarding faults, failures, spills leaks and co-ordinate the right resources to fix and resolve issues. Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers Daily communication with on-site M&E engineer andother sub-contractors Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S procedures Daily use of working on different systems: Digital ID, Access control, BMS & M&E portal Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage Ordering of office supplies such as desk equipment, stationery and new joiner items. Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed. Maintain and oversee the new joiner and leaver process At times oversee the use, ordering and authorisation of the stationery ordering system. Assigning invoices, creating PO’s and credit card expenses using the firm’s account management software. Involvement in projects, initiatives, and collaborating with other teams within the firm to ensure FM links with larger projects, events and promotions are fulfilled. Updating of the Facilities Intranet Pages, Helpdesk guide and useful contacts list and other documents Ensure security measures are in-line with policies and guidelines. Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards. Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met. SKILLS AND EXPERIENCE Experience in a professional services environment Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint Reliable, enthusiastic, and responsive team player Demonstrates a common sense approach Able to communicate, influence and educate staff on best practice use of its facilities Solid organisational, administrative and planning skills Trouble shooting skills and the ability to apply good judgement to situations as they arise. A flexible approach with regard to daily tasks and working hours. Please apply today for immediate consideration!